Download XP Open an existing database

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Microsoft Access 2002
Tutorial 1 – Introduction To Microsoft
Access 2002
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Define some key Access terminology
• Field – A single characteristic or attribute of a
person, place, object, event, or idea.
• Record – A set of related field values.
• Table – A collection of records that identify a
category of data, such as Customers, Orders, or
Inventory.
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Illustration of fields, records
and a table
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Fields are grouped into records, and records are grouped into a table.
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Relational database and keys
• A relational database is a collection of tables that
are related to one another based on a common
field.
• A field, or a collection of fields, is designated as
the primary key.
– The primary key uniquely identifies a record in the
table.
• When the primary key of one table is represented
in a second table to form a relationship, it is called
a foreign key.
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Relating tables using a common field
The primary key in the
Employer table (EmployerID) is
the common field that relates
this table to the Position table.
PositionID is the primary key in
the Position table. The EmployerID
field is a foreign key in this table.
Primary keys can only have one
occurrence in a table. Foreign keys
may have multiple occurrences.
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Open an existing database
• To open an existing database, you must first start Access.
• When Access is launched you will see the Access window,
with the task pane on the right side of the window.
• From the task pane you can open an existing database by:
– Selecting the database you want from the list of Recently opened
databases
– Selecting “More files” to choose a database you want to open from
a storage location
• If you choose More files you will browse to the correct location of
your database, click on it, and then click on Open to open the database
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Use the task pane to open a database
You could open a database by clicking its
name, or by clicking Files to open a dialog box
to find the database you want.
The task pane allow you to
open existing databases or
to create new ones.
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The Open dialog box
You can open an existing database by locating the drive and
folder containing the database in the Look in: list box.
Select a database by clicking
on its file name, and the
Open button will then
activate. Click the Open
button to open the file.
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The Access window
• When a database is opened, the Access window and the
Database window will be displayed.
• The Access window contains a menu bar, a toolbar, a task
pane, and a status bar.
• In the Access window, use the task pane to create a new
database or to open an existing database.
– To create a new database, make a selection from the New section
of the task pane
– To open an existing database, select from the list of Recently
opened databases or from the More files option
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The Database window
• The Database window is the main control center
for working with an Access database.
• The Database window contains a menu bar, an
objects bar, and a groups bar.
– The Objects bar lists all the objects available in the
database
– The list of objects consists of tables, queries, forms,
reports, pages, macros, and modules
– You can click on any of the objects in the Objects bar to
obtain a list of objects of that type
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The components of the Access
and Database windows
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Use the Objects bar to
view database objects
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To see a list of objects in a category, click that
category on the Objects bar.
The Queries
category has been
selected, and a
query named
Contacts is shown
in the window.
You can also
create new
objects within
each object
category.
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Open an Access database table
• To open a table you must first open a database:
– In the database window, select Tables on the objects bar
– In the list of tables, select the table you want to open
and click on the Open button
– When a table is open it is in Datasheet view, which
shows the table's data as a collection of rows and
columns
– Each row in the Datasheet view represents a record in
the table
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Navigate a database table
• You can navigate through the records by using the
navigation buttons displayed at the bottom of the
Datasheet view window.
• The navigation bar allows you to:
–
–
–
–
–
Go to the first record in the table
Go to the previous record in the table
Go to the next record in the table
Go to the last record in the table
Create a new record for the table (sometimes called an
append record)
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A table in datasheet view
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The navigation bar buttons
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Learn how Access saves a database
• The Save button in Access differs from the Save button in
other Windows programs.
• When you press the Save button in Access, you are saving
the design of the Access objects and NOT the data itself.
– Access saves data as it is entered
• For this reason, the location at which you are storing your
database must always be accessible while working with a
particular database.
– If the database is located on a diskette, the diskette must be in the
diskette drive at all times while working with this particular
database
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What is an Access query?
• If you want to see just a portion of the data in a
table you can create a query.
• A query is a question you ask about the data stored
in a database table.
• Access responds by displaying the data according
to your question.
– For example, if you ask to see all the customers from
New York, the response would be to display only the
records whose state field matches with NY
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Open an existing query
and create new queries
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• You can open an existing query by clicking
Queries on the Objects bar and then selecting the
query you want to open.
• You can also create your own queries by clicking
New on the Database window.
• To create a new query, you can use the Simple
Query Wizard, which will bring you through the
selections you want for your query.
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Navigating a query and
sorting the results
• When you run and get the results of your query,
you can reorganize the data by sorting the
datasheet in either ascending or descending order.
– Click the pointer anywhere in the column you wish to
sort
– Click the Sort Ascending or Sort Descending buttons on
the Query Datasheet toolbar to sort the results in the
desired sequence
• You can navigate through the records by using the
navigation buttons on the Navigations toolbar.
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Sample Query Datasheet view
Query Datasheet view looks very similar to Table view. However, the data
displayed in a query does not have to be in the same sequence as it appears
in table view. You can display fields in any order in a query.
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Selecting fields to include in a query
• You can create a query that will display only selected fields
from a table instead of displaying all fields.
• In the Simple Query Wizard dialog box, select which fields
you want included in the query.
– Move all the fields into the Selected Fields box
– Move the fields one at a time
– Remove fields out of the Selected Fields box by pressing one of
the remove buttons
• If you wanted to select all the fields except one, you can
move them all to the selected fields list and then remove
the one field you don't want.
• Once you have made your selections, press Next to move
to the next dialog box in the Wizard.
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The Simple Query Wizard
The Simple Query Wizard assists
you in the creation of a new query.
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Create an Access form
• A form allows you to view your data one record at
a time.
• Forms are useful for maintaining, viewing, and
printing records in a database.
• You can create your own form in the Forms
Design window or you can use the Forms Wizard
to create a form.
• The easiest way to create a form is to use the
AutoForm Wizard.
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Use the AutoForm Wizard
• The AutoForm Wizard uses a table (or query) you
select as the basis to create a form that displays all
the fields of the table (or query).
• Once you have created your form, you can view
the records one record at a time.
• The form has a navigation bar just like the
navigation bar you have already used in the Table
or Query Datasheet view.
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Access Form View
Forms display one Table or Query record at a time.
The navigation
bar has the
same buttons
seen in Table
and Query
Datasheet view.
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Create, preview, and navigate a report
• You can create a report, which is a printed version of
your data, that is formatted according to your
specifications.
• The data in the report can consist of data from a single
table or multiple tables.
• Access has a Reports Wizard that allows you to easily
create a report.
• The report can be based on a table or it can be based on
a query.
– If the report is based on a query, it will contain the same fields that
were selected for the query
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The Report Preview window
When a report has been created, you can preview it on the screen.
You can navigate
through the pages
in the report by
using the
navigation buttons
at the bottom of
the preview.
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Backup and restore a database
• You may want to create a backup of your data so
that if you lose or damage your database, you can
recover from the backup.
• You can use a backup tool, such as the Microsoft
backup tool, or some other backup program.
• To restore the data from the backup, you need to
use the same backup tool according to the
instructions associated with that tool.
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Compacting a database
• It is a good idea to periodically compact and repair
a database to recover wasted space created by
adding, deleting, and modifying records.
• Access has a Compact and Repair feature:
– Open a database
– Click on Tools and then Options
– On the Options menu, select Compact on Close.
Selecting this option will cause your database to be
compacted and repaired every time you close it
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Setting the Compact on Close option
Select the General tab of
the Options dialog box.
Click the check box
to insert a check
mark so the database
will be compacted
every time it is
closed.
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Compacting reduces
database storage size
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Compacting a
database
reduces the
space used by
the database,
making the
space available
for other uses.
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Convert an existing database
to Access 2002 format
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• It is possible to convert a database created in Access
2000 to an Access 2002 database.
• To convert an Access 2000 database to Access 2002
format:
–
–
–
–
Make certain the database to be converted is closed
Click Tools on the menu bar, then point to Database Utilities
Point to Convert database and choose the format to convert to
Enter the name of the database to convert, and a name for the
converted database to be stored under
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